WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

Internship Title: Knowledge Management Intern

Type of Contract: Intern

Duty Station (City): Indonesia Country Office (Jakarta)

Unit: Monitoring, Evaluation and Knowledge Management

Duration of Internship: Two (2) months

Deadline for internship application submission: 3 June 2024

About the Internship Program:

Job Summary:

At the World Food Program, we recognize the vital role of knowledge management in enhancing our operational efficiency and impact. As part of our commitment to continuous improvement, we are excited to offer internship opportunities that focus on advancing our knowledge management systems. Interns will gain hands-on experience in data management, information sharing, and the development of digital tools that support our global mission to save and change lives. This program provides a unique chance for interns to contribute to meaningful projects, learn from leading experts in the field, and develop skills that are essential for the intern’s future career.

In support of the developing Knowledge management system, the primary objective of this internship is to enhance the office’s document management system by improving the file naming conventions, creating a comprehensive repository system for all documents, and training staff to efficiently use the new system. The Intern will be mentored by the WFP Indonesia’s Head of Monitoring, Evaluation and Knowledge Management (M&E/KM) with technical guidance from the IT Officer.

Responsibilities:

1. Improve File Naming System:
   • Review the current file naming conventions and identify areas for improvement.
   • Develop a standardized file naming system that is logical, consistent, and easy to use.
   • Ensure the new system can be easily adopted and understood by all staff members.

2. Create a Repository System for All Documents:
   • Conduct an audit of existing documents and their storage locations.
   • Design a centralized repository system for all office documents, ensuring it is secure, organized, and accessible.
   • Implement the repository system, transferring existing documents as necessary and ensuring proper categorization and indexing.

3. Train Staff to Use the System:
   • Develop training materials and guides to assist staff in understanding and using the new file naming and repository systems.
   • Conduct training sessions, workshops, or one-on-one training to ensure all staff members are proficient in using the new system.
   • Provide ongoing support and troubleshooting as staff transition to the new system (within the internship period).

Key Deliverables:

• A documented file naming and tagging protocol, including guidelines and examples.
• A fully implemented online document repository system with all existing documents properly categorized and tagged.
• Simple user guide(s) for staff to use the repository system.
• A training session on the file naming, tagging, and the use of repository system conducted.
• Regular progress reports to the mentor, highlighting achievements, challenges, and next steps.

Requirements:

• Currently pursuing or recently completed a degree in Business Administration, Information Management, Information Technology, Industrial Science, Library Science, or a related field.
• Strong organizational skills and attention to detail.
• Proficiency in document management software and Microsoft Office Suite.
• Familiar with Microsoft SharePoint and Microsoft Teams.
• Excellent communication and interpersonal skills.
• Ability to work independently and collaboratively within a team.

Languages: Fluency in English and Bahasa Indonesia.

Internship Modality: In-Office Internship, with flexible working hour arrangement.

Mentoring and Support:

• The intern will be mentored and report to the Head of Monitoring, Evaluation, and Knowledge Management.
• Regular check-ins will be scheduled to discuss progress, challenges, and any additional support needed.
• The intern will have access to necessary resources and tools to complete their tasks effectively.

Learning Opportunities:

• Gain hands-on experience in office administration and document management in an international development agency.
• Develop skills in project management, training, and communication.
• Exposure to the inner workings of office operations and administrative processes.
• Opportunity to make a significant impact on the efficiency and organization of the office environment.

About WFP:
The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment

WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.

REQUIRED EDUCATION Bachelor’s Degree
WORK HOURS: 8 Hours a Day
EXPERIENCE IN MONTHS: